Operations Manager
Juba, Sudan

Position Summary
Provides direction and management oversight to each of the four Operations Officers and is charged with innovating Pact Sudan’s operational systems and procedures.  Ensure that Pact Sudan’s operations department is able to be successfully managed by Pact’s national and African staff while providing Pact programming with the necessary operational support. Lead design, change and implementation of systems as appropriate. Ensures strengthened linkages and team building within and between these teams and strengthened accountability and linkages to the finance, grant management and program teams.

Core Values
Pact employees embrace the following core values as representatives of the institution:

• all people have a right to participate in decisions affecting their lives
• gender equity is mandatory for social transformation
• resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
• diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
• teamwork and collaboration shape our day-to-day working relationships
• innovation and risk taking to achieve impact and broad scaleable results drive strategic priorities
• gathering and sharing information are primary roles for all employees
• staff growth and advancement are a priority, including training and professional skills building to increase knowledge and competence and to stay abreast of new developments, especially in technology
• a healthy balance between work and life outside of work must be maintained for work satisfaction and fulfilment 
  

Specific Duties and Responsibilities
The Sudan Country Program has its head office in Juba, with sub-offices in Aweil, Kauda, Kadugli, Malakal, Ayod, Pagak and Kapoeta. Many field staff are roaming and also require support in other areas of Southern Sudan. Area managers, when available, in each of the different geographical areas will lead a team of program and operations staff, but systems for management and technical support will be provided by the Juba Office Operations Department.
 
Initial Assessment of Systems and Procedures and Transition to Duty (6 weeks) 

• Review of all written available guidance on operations management for Pact Sudan to include the Pact Field Administration, Human Resources and Procurement manuals.
• Introductory meetings and formation of a timeline for basic work plans for each of the four Operations Officers (Logistics, Human Resources, IT and Sub-Office Administration/Security).
• Participation in all logistics and operations meetings
• Gradually take over the management of the Operations Department over the course of this initial transition period (i.e. six weeks).
• Finalize an operation work plan for the coming six months which can be edited as required. Feedback from the Operations staff, general Administration and Program management, and conclusions from the Strategy Summit in November should be taken into account.
• Set a plan for each member of the operations and logistics staff to overhaul their systems, set in place a plan for training and layout a timeline for documenting final procedures/policies in partnership with each of the four Operations Officers.
• Submission to Pact Sudan and Pact regional management the draft work plan, and recommendations/timeline for systems review/change, training and documentation of procedures/policies in clear manuals and sets of guidelines.

Team Management Duties

• Ensure full direct supervision and leadership of all SCP operations through the direct supervision of the four Pact Sudan Operations Officers.
• Ensure all operations work, throughout Sudan, is coordinated from the Juba office, in close coordination with field based administration and management.
  

Logistic and Operations Management Duties  

• Develop systems for improved operations in support of SCP projects and oversee daily operations work, coordinating all activities from Juba office.
• Develop systems for improved logistic support to SCP projects, including, but not limited to: logistic administration, procurement and stores management, asset management, driver and vehicle management, radio and IT communication.
• Ensures that the Logistics Officer is able to properly manage the daily logistic support activities for SCP coordinating all activities from Juba office (including logistic administration, procurement and stores management, asset management, driver and vehicle management, radio and IT communication).
• Oversees medical evacuations, whenever required – coordinating with Pact’s Africa Regional office (based in Nairobi, Kenya) for reception, follow up and coordination of evacuation logistics.
  

Supply Chain Management Duties 

• Address identified constraints and bottlenecks in supply chain management particularly with vendor relations, transport, cash movements and asset management. Lead design, change and implementation of systems as appropriate.
• Support the re-engineering of the Pact Sudan logistics network through data provision from the sub-offices to ensure the adequate and timely availability of required spare parts and accessories.

Human Resources Management Duties

• Ensures that the Human Resources Officer is able to develop and implement a human resources plan for operations staff, including training and reallocation of existing staff to new positions. Provide guidance, technical assistance, and skills transfers to SCP staff in support of more efficient operations management and team building.
• Review and revise the Pact SCP human resources policy and plan, incorporating the measures introduced for operations staff.
• Provide logistical expertise for the operations and logistics section in Pact Sudan, as an institutional capacity building commitment.

Security Management Duties    

• Oversee finalizing a Security Management Plan and oversee changes to operations to ensure that adequate risk assessment is carried out and required systems and preventative measures are introduced.
• Maintain control of organizational security working closely with Pact’s Security Officer – implementation and regular revision of internal security regulations, liaison with other NGO’s and UN security.
• Reporting, Development and Liaison DutiesOversee the finalizing of a comprehensive Operations budget currently under review at the Pact Regional office. Strengthen team work and systematic functions between finance and operations team.
• Maintain liaison with other Southern Sudan agencies’ logistic departments and other stakeholders concerning logistics issues and necessary capacity building efforts.
• Provide the Country Director and Deputy Director with monthly summaries and reports and other updated information, as requested, in order to increase the efficiency of the SCP operations management within Sudan.
  

General Duties   

• Performs work safely and maintains a safe working environment.
• Perform other duties as assigned.

Qualifications

• Strong organizational management, team building and organizational development skills.
• Strong analytical and evaluation skills.  Good capacity for analysis and presentation.
• Good negotiation and excellent written and oral communications skills. Local language proficiency a plus.
• Demonstrated ability to work in a multicultural environment and establish harmonious and effective working relationships, both within and outside the organization.
• Ability to organize and implement training aimed at building capacity and team spirit.
• Ability to perform and prioritize multiple tasks.
• Proficiency in word processing, spreadsheets and database skills.
• Ability and willingness to travel domestically and internationally.
• Innovative, able to take risks and able to lead or participate in change to keep operations working.
• Practical solution oriented.

Education and Experience Requirements

• A combination of education and/or experience equivalent to a Masters Degree in business administration, engineering or other relevant field or other academic qualifications in areas such as transport, warehousing, or logistics operations/management, supply chain management
• Minimum of 10 years of experience managing programs in a developing country.

To Apply
Please submit a short letter of interest and a current CV to vacancies@pactsudan.org